HR Liaisons Town Hall - March 2019

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Office of Human Resources HR Liaisons Town Hall

WPU Room 548 March 6, 2019

Presentations & Discussions

Welcome & General Announcements ProVerify Update Talent Center Update Change Readiness Update Breakout Session General Q&A with OHR Leadership

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Updates from OHR

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University Headcount (as of 12/31/2018) GENDER

GENERATIONS 54.1%

45.9%

7,355

6,243

Female

Male

13,598 TOTAL

Greatest < 1927

0.03% 4

Traditionalist/Silent 1928-1945

1.2% 157

Baby Boomers 1946-1964

31% 4,210

Generation X 1965-1980

38.3% 5,212

Millennials 1981-1996

29.5% 4,005

Post-Millennials 1997-Present

0.1% 10

STAFF, EXECUTIVE, UNION & FACULTY

YEARS @ PITT 3,000 2,500

2,179

2,390

2,121

1,874

2,000

1,470

1,446

1,500 1,000

724

500 0

Less than 1 Year

1-2 Years

3-5 Years

6-10 Years

11-15 Years

16-20 Years

21-25 Years

573

26-30 Years

382

31-35 Years

257

182

36-40 Years

41 and Over

ETHNICITY

0.1% 10

American Indian or Alaskan Native

11.3%

6.6%

2.3%

0.1%

0.7%

1.5%

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100

77.5% 10,536

206

Asian

Black or African American

Hispanic/Latino of any race

Native Hawaiian or Other Pacific Islander

Two or more races

White

Unknown

1,533

896

306

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Child Protection Clearances

Child Protection Clearances: Current Status

 Migration from old system to new system  Data collection  Meetings with every RC  Integrates with Talent Center

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ProVerify powered by Application Verification

Central system for University Child Protection Clearances Real time updates and reporting functions for RCs Customizable for RC need Simple user experience for applicant

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Progress to Date

 ProVerify’s team facilitated 15 introductory in-person training sessions  119 RC Admins and Department Admins have completed training  Met with at least one representative from all 42 RCs  ProVerify has released the first Gap Analysis Reports for 6 departments

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Gap Analysis Report

 Provides updated clearance status for all employees needing CPCs to RCs  ProVerify facilitates trainings with RCs and RC users to review the results  After a 5-day review period, ProVerify will facilitate another meeting with the RC  ProVerify and RC will identify which employees need to be contacted

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Pitt Worx HCM Update

Talent Center Discussion Topics

• Go Live: December 2018 • Continuous Process Improvement • Ongoing Enhancements • Key Lessons Learned • Customer Support

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Talent Center Candidate Experience

 Resume parsing  Share postings with others via social media and email  Source tracking (where did you hear about job?)  Single account profile that can be used across applications  “Suggest” form fields (education, institution, major, etc.)  All attachments available across all position types  New career seeker website: join.pitt.edu  Mobile-friendly and accessible  Save jobs to a “cart” for future application submission  More transparency in the system and via notifications

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Talent Center Just Completed

• Eliminated User Access Forms for applicant reviewers • Ability to designate a negotiable salary amount on the offer • Electronic offer letters with e-signature • Automated background check and reference checks • Sponsorship notification on job posting • Additional fields for position justification and budgetary information • No updates to JD – Just Post!

• Increased candidate transparency and communications • One-click applicant disposition process • Identification of internal candidates

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Ongoing Talent Center Enhancements We Heard You!

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Talent Center is now accessible from the my.pitt.edu portal, denoted with the Talent Center icon, and by searching in the Ask Cathy search bar

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Required vs. Optional Candidate Documents

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Required for Saving vs. Required for Approval

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Approval Grid within Email Notifications

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Coming Soon: Talent Center reports/metrics dashboard providing informed analytics such as: o Diversity of applicant pool o Time to fill position o Candidate sourcing channels o Application completion rate

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Talent Center Lessons Learned

Lessons Learned Applied to Next Phase of Pitt Worx • User Acceptance Sessions: Early and Frequent • Training Earlier for departments and internal HR and Payroll Team • Training Materials (QRG) Before Go Live • More Interactive Champion Meetings • Identify Additional Training Space – Reserve Early Establish Customer Support Model for Pitt Worx

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Customer Support

Salesforce Implementation Customer Support Management

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Go Live December 2018

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Enhance the customer experience with the implementation of Salesforce, the University’s Enterprise Relationship Management System

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Centralized system to address internal and external customer inquiries via phone, email, and online form

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Provides report, dashboard and metrics

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Over last two plus months, the OHR and Talent Center Support team responded to 2,000+ inquiries

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Help Tickets Resolved As of 3/5/2019

By Month

By Origin 2.85%

79

0.9%

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Pitt Worx Next Phase

Our Journey to the Cloud Pitt Worx HCM Modules for Design and Deployment

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Oracle Cloud Project: Four More Modules Things we’re improving for 2020!

• Elimination of paper processes o Employee record form o Paper timecards o Supplemental payment form • Exception timecard process for exempt staff • Improved leave of absence process • Direct access for departments • Transparency for departments to manage: • Employee actions • Payroll and timecards • Eliminate/Reduce need for shadow systems • Metrics and reports

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Next Steps •

Beginning January 2019 • Continue Pitt Worx Design (Core HR, Time & Labor, Benefits, Payroll) • Ongoing Talent Center Education • Continue Talent Center Enhancements

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Spring/Summer 2019 • Design Confirmation • Module Reconfigurations based on Feedback • User Acceptance Sessions • Ongoing Communication on Pitt Worx

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Fall 2019 • Ongoing Communication on Pitt Worx • Education Sessions on Pitt Worx • Core HR • Time & Labor • Benefits • Payroll

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January 2020 – Go Live Pitt Worx

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Change Readiness Approach

Change Readiness Components  Consistent communication to stakeholders via multiple channels and media  Education program delivered via multiple methods (e.g. traditional in-person, live and recorded webinar, on-demand interactive, and print documentation) designed to

promote system mastery and provide real-time guidance  Deployment of 100+ University project “Champions” to directly communicate materials and training  Augmenting post-production system support by deploying new tools:  Salesforce (case management),  “idea” portal,  defining severity levels and management visibility on resolution priority

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What We Accomplished

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Introduced a change readiness model

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Established change readiness plans and team – – – –

Education Communication Champions Post-production

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Engaged 100+ Champions consistently for feedback and ambassadorship

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Launched a dedicated website, documentation portal, Pitt Worx Learning (LMS), and Salesforce ERM

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Trained 350 users in December including onsite for all regional campuses

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Achieved very high end-user satisfaction rating on both content and delivery

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Contributed to a successful Talent Center go-live

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What’s Next / What We are Improving

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Working on schedule of activities aligned with key project dates

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Solicited nominations for 2 types of Champion: communicators and testers

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Publish training schedule several months in advance

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Visit departments to give presentations and trainings at staff/dept meetings

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More stakeholders (20K+): Employees, managers, faculty, union, temps and students •

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Higher emphasis on consistent, clear messaging

Resources posted in dedicated SharePoint site for Pitt Worx •

Videos, webinars, guides, FAQs, top 10 inquiries

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Breakout Session

Talent Center: Exercise

1.System Processes (requisition, offer, etc.)

2.Suggested System Enhancements 3.Communications/Training 4.Customer Support

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Q&A Open Forum

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